Operations & Documentation Support Executive

Company Overview
We are hiring for a multi-entity trading group operating across electronics, Sony distribution, mobile devices, timber, and FMCG business lines. We are seeking a hands-on and reliable Operations & Documentation Support Executive to support our operations across multiple business entities.

Job Details

Employment Type: Full-Time, Permanent
Location: Singapore (Office & Warehouse)
Working Hours: Monday to Friday, standard office hours
Reporting To: Senior Management

Role Purpose

This is an additive support role designed to assist three key team members across trade documentation, warehouse administration, banking support, and multi-company documentation. The successful candidate will also step in independently when required, ensuring continuity of operations.

Key Responsibilities

Trade Documentation Support

Prepare Purchase Orders (PO), Proforma Invoices (PI), Commercial Invoices (CI), and Packing Lists (PL)
Maintain weekly and monthly stock lists across multiple product lines
Assist with Sony inbound/outbound cargo documentation and warehouse logs
Maintain supplier and customer payment records
Independently manage documentation when required

Warehouse & General Administration

Support receiving and packing activities when needed
Scan, file, and maintain company documents across entities
Maintain Excel registers for operational tracking
Manage document handling cycles (collection, filing, shredding)
Oversee pantry supplies, stationery, and general office upkeep

Banking & Financial Support

Perform banking runs (cheque deposits, document submissions at banks)
Collect LC documents and update records
Assist with invoice verification and basic accounts support

Multi-Company Documentation & Filing

Support documentation across multiple business entities
Assist with Certificate of Origin (COO) and declaration letters
Liaise with suppliers, freight agents, and partners
Follow up on documentation to ensure smooth shipment processes

Candidate Requirements

Essential

Minimum 2 years of experience in shipping, trade documentation, or operations admin
Experience with documents such as BL, PO, PI, CI, PL, LC, COO
Comfortable handling banking-related documentation tasks
Proficient in Microsoft Excel (tracking, registers, data entry)
Strong attention to detail and multitasking ability
Good written and spoken English
Able to work independently with minimal supervision

Preferred (Good to Have)

Experience with TradeNet / TRADEWEB (Singapore customs)
Knowledge of HS Code classification and trade compliance
Multilingual (Mandarin, Tamil, or Malay) to liaise with the clients
Experience working across multiple entities
Exposure to SAP, WMS, or ERP systems

Personal Attributes

Adaptable and flexible across different tasks and teams
Reliable and capable of working independently
Discreet with confidential documents
Proactive and detail-oriented
Strong team player

Work Environment

You will work across multiple business lines including electronics, Sony distribution, mobile, timber, and FMCG. This role requires flexibility, as responsibilities vary daily. You will collaborate closely with three team members, each managing different functions.

What We Offer

Stable, long-term position in an established trading group
Exposure to multiple industries and business functions
Hands-on learning in trade, logistics, and finance
Supportive and collaborative team environment
Competitive salary based on experience

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